AgendaWednesday, February 19, 2014

10:00-Noon

• Introductions

• Move to the ISC

• Records Management

• Procurement Internal Controls Update—Sent last week

• Budget and Financial Planning

Small Groups continued…

Snap Shot of FY’14

Planning for FY’15

• Human Resources

Classified Staff “Meal Money” Rules and Practice—Sent last week

Feedback on Department Hiring Policy for Benefitted Employees

• Construction Impact Planning

Next F&A Meeting will be on

Tuesday, March 25th, 10:00-noon

Location – Campus Center Ballroom

Finance and Administration Advisory Meeting

Move to the ISC

Campus Master Plan

Integrated Sciences Complex (ISC)

• Under construction next to Quinn/Healey Library• Primarily a research building – labs for Biology,

Chemistry, Psychology, Physics, and School for the

Environment (formerly EEOS) Two research centers:• Developmental Science Research Center (DSRC)

• Center for Personalized Cancer Therapy (CPCT)

• 4 Biology Teaching Labs

Integrated Sciences Complex (ISC)

• Certificate of Occupancy will be August 20th

• Move Planning currently under way, will begin in

Spring with Purge/Surplus Process• Departments will vacate existing spaces in Wheatley,

McCormack, Science Center

Integrated Sciences Complex (ISC)Spring 2013 Engaged Move Planning consultant: Diversified Project Management (DPM)

Summer 2013

Began regular meetings with ISC design/construction team and DPM

Assigned ISC lab and office spaces to researchers

Distributed Move Planning information to departments at kickoff meeting

Established departmental lab move coordinators

Refined lab equipment inventories

Fall 2013 Continued coordination and communication

Began exploring move routes

January 2014 Began compiling information for comprehensive ‘Practical Guide for Moving into the ISC’

February 2014 Meet with departments to discuss schedule and processes

Discuss records management

March 2014 Initiate purge process

Distribute records retention policy

April 2014 Distribute move guide and materials to departments

Finalize move route and workaround for University Drive South closure

May 2014 Surplus and removal of excess furniture

June 2014 Begin packing existing equipment and items

Office furniture delivery

July 2014 Lobby and public furniture delivery

New equipment delivery

August 2014 Existing equipment move

8/20 Certificate of Occupancy (substantial building completion)

August/Sept 2014 Relocate researchers to ISC

Fall 2014 Relocate vivarium animals to ISC

January 2015 Begin classes in Biology teaching labs

Records RetentionDate: February 19, 2014

Contracts and Compliance

UMass System Records Retention and Disposition Program

•Darryl Mayers Appointed Records Administrator for UMass Boston (9/13)

•Record Management Guidelines Revised by General Counsel (1/13)

•BOT Policy ,T99-061and Record Management Guidelines available online

Records Administrator Responsibilities

• Oversee UMB Record Retention Committee

• Develop UMass Boston Policies and Procedures

• Issue the standard Retention Schedules For UMass Boston

documents

• Seek advice re: Department Record Custodians

Records Administrator Responsibilities

• Collect Retention Schedules from each Department

• Maintain master list of Retention Schedules

• Post master list on campus website

Department Responsibilities

• Determine what records they have,

• Determine Retention Schedule that applies,

• Provide Retention Schedule to Record Administrator/General Counsel

• Destruction of Records, Annually, Document What’s Destroyed

and Manner of Destruction

•Initially work with Departments within the Science Building to prepare Retention Schedules

•Roll-out Records Retention Program in accordance with BOT Policy, Records Management Guidelines and UMass Boston Record Retention Policies and Procedures

What Next?

Questions?

Internal Control PlanProcurement

Contracts & Compliance

Internal Control Plan - Procurement

Highlights:

•New UMass BuyWays Procurement System

•Competitive Procurement Practices Must use contract vendors when available

•ProCard May not be used for BuyWays Catalog Vendors Reconciliation using the PAL ProCard Audit Log

•Vendor certification on BuyWays Update vendor file with vendor email or fax

number

Internal Control Plan - Procurement

•Expenditure of Funds Sufficient current year budget authorization to meet the obligation

•Training Attend relevant Finance training classes (www.umb.edu/training)

•Guidelines for Work Related Employee Supplies and Services Post Guidelines in Department's Central Areas Distribute at the Internal Controls training session

Distribute at HR Orientation for faculty & staff

Budget & Planning Update

Office of Budget & Financial Planning

Teams

Form five teams, based on an area of interest:

▸ Position mgmt and vacant positions

▸ Base budget & new base funding

▸ Communications

▸ Multi-year budgeting

▸ Reporting

Brainstorming

Strengths of the FY14 process

Opportunities for FY15

ReportingStrengths of FY14SummitSpreadsheets (not FAST)

Opportunities for FY151 Page – Revenue & Actual Expenses1 Page – Budget & Actual ExpensesWidget Resource on CampusQuality Work Groups to standard dashboards, etc.K-H Definitions – ExpansionHow the buckets relate & negative balancesMeaningful to transaction staffConsolidate Meaningful DataEnrollmentMarketingWebsite trafficInquiriesRevenue & expenses per programWhat system to look at to develop base budgets?

Communications

Strengths of FY14Drop in sessionsGreat ideaPersonalized responsesScheduled often to meet allAll questions answeredGot back with consistent feedback Continue for FY15Regular budget emailsThe sameDeadlinesClear, consistentPossibly more frequent

Continue in FY15Standardized regular document for each phaseNot as clear as could beHelpful/clearMore detail on instructionsComprehensive summary docsOverall, more robust in FY15Communicate to each dept.Status of budget, HR paperwork, and VRC

Base budgetStrengths of FY14• All new money was labeled• Timing of base budget in system• Able to differentiate between base and other (new) funds• Flexible• Budget efforts to be transparent• Trainings developed• Willingness to meet/ pull reports• Increased communications

Opportunities in FY15• [base budget] not based on historical data; need to consider enrollment growth, cost of living increases, and other factors• Create own spending plan• Flexibility to move money (not subsidiary level budgeting)• Base budget needs to cover new employee expenses – increase in base for new employees• [need] Process to move money within funds

F & A Advisory GroupStrengths of FY14• Really organized• Rescheduling successful morning• Other than Monday/Tuesday• Presentation good update• State

Opportunities for FY15• Afternoon for FY15• More regular and detailed minutes• To capture the issues first hand

Position Management & Vacant PositionsStrengths of FY14

Opportunities for FY15Vacant position is not always vacant savingsVacancy positions = under staffedAdd on to other staff in officeAffects productivityWould like to know the reason why the budget is denied

Filing vacant positions is difficult in certain departments (i.e. IT) due to certain expertise and salary levelsWill like to see if vacant positions can be posted once we know the person is leavingIf more than one position is open, we want to be able to use the same pool Coach positions want to move to full-time

Multi-year BudgetingStrengths of FY14Was not done in FY14

Opportunities for FY15Beyond the computer – all IT hardware and applicationsMaintenance/PlantBetter dept. budget/campus budget integrationCampuses growth rate and the impact on budgetAdded facilities (i.e.; residence hall)Accurate enrollment forecastsGrants and operations better integrated Balance replace with new 

University Pro-Forma thru Jan 2014Budget Actual

Revenue• student charges 154.2 154.7• other unrestricted 104.0 96.2• grants & contracts 36.1 22.0

Expense• Contingency 500.0

• CSM Spectrometer (95.0)• Campus Center Carpet - FY13 budget item (133.0)• Public Safety Vehicles (63.2)• Bad debt reserve - ORSP write offs (572.8)• EH&S - RTF funding not received (223.0)• Graduate waivers - Fall & Spring (1,638.0)• Construction 750.0• College RTF reserve ?

Third Qtr Actions

Planning, preparing, & closing

•Planning Multi-year (FY15, FY16, FY17)

•Preparing FY15 Fee setting Base budget Position Management

•Closing FY14 Ensure payroll is accurate Project roll-over

Third Qtr Actions

•Project roll-over guidelines– FY14 budget authorization

– Non-personnel expenditures only

– Project amount exceeds $10,000

•To be discussed in detail at 3rd quarter meetings

FY15 PlanningFee setting

Multi-year fcstRevenue Expense

Payroll New buildings Debt service Large contracts

Gap in revenue to expense

PrioritiesUMass Performs UMass Boston strategic planGrowth

Revenue/Expense DriversFY15 FY16 FY17

Revenue DriversUG (Enrollment Mgmt) 2.5% 2.4% 2.3%Graduate (Graduate Studies) 6.7% 6.2% 5.9%

Expense DriversSystem Office estimatescost of living/merit 3.0% 3.0% 3.0%fringe benefit rate 1.0pp 3.0pp 1.0pp

UMass Building AuthorityDebt Service $5.0 mil

FacilitiesNew buildings $2.0 milEnergy

Large contracts

FY15 Planning

Position management

Position management is the continuous and systematic process to determine how many positions are needed how jobs should be designed and the type of organizational structure and funding

required to accomplish the functional assignments of the department and the mission of the institution.

Human Resources

Human Resources

Meal Money Policy

Updated Policy

IRS Ruling

Feedback on Hiring Policy

• HR and ODI working Together

• Developing Metrics for Measuring # of days

• Summit Report with Empl ID almost ready

• External Search Firms will have Access to

Interview Exchange

Feedback on Hiring Policy

• Clarify: CSU/PSU internal candidate

process

• Clarify: Search Committee only

required to interview 1st round of

candidates

• Need a Failed Search Form

• Sample Reference Questions

Feedback on Hiring Policy

• Many requests to shorten the process

• Reviewing to determine where process

can be more streamlined

• Interview Exchange –online requisitions

w/ work flow

• Put indexes in document and employee

type sections

Feedback on Hiring Policy

• What is your feedback?

• How can the process be improved?

• Email Becky.Hsu@umb.edu

• Updated document in April, 2014